Records and Responsibilities Maintenance of Faculty Personnel Items

Maintenance of Faculty Personnel Items

In accord with policy guidelines set forth in the revised Faculty Handbook, the following documents shall be maintained in the personnel files housed in the Dean's office of each college and the library:

Copy of the initial hiring letter

Copies of all official transcripts, including written official verifications of completion of the terminal degree

Copies of all position authorizations and personnel action forms reflecting Provost level approval

Copies of all communications to faculty from the Provost Office related to tenure and promotion

Copies of any memorandum to faculty or staff originating from the Provost, Dean, or Department Head pertaining to a reprimand or other personnel action where placement in the personnel file is specified in the document

Responses from the Provost Office, Deans, or Department Heads to written appeals related to personnel matters and the pay for performance system

Copies of all prescribed communications set forth by the approved university policy and procedures to faculty from the Dean, Department Head, and departmental personnel committee pertaining to the merit evaluations

Copy of the form documenting receipt of criteria for Promotion/Tenure in effect at time of faculty hire

Copies of written communications of decisions made related to sabbaticals and other available leave options from the Provost Office, Dean, or Department Head

Copies of any official document related to matters of immigration or visa status of faculty and staff who are foreign nationals. This includes notification of faculty and staff on university sponsorship of permanent residence

Copies of official complaints under review by the Office for Institutional Equity and Compliance and the resolution of stated complaints